End of Period [U04]: Daily Updates

Contents

• Automatic Lease Extension [U0430]
• Batch Assessments [U0418]
• Batch Escrow Disbursement [U0409]
  
• Batch Payment Reversal [U0470]
• Batch Payoff [U0427]
  
  
• Cashier's Check Disbursal [U0117]
• Closed Lease Clean-Up [U0419]
• General Ledger Interface [U1003]
• Insurance Status Update [U0421]
• Investor Settlement [U0124]
  
  
• Master General Ledger Reconciliation Report [U0460]
• Notes Payable Accrual [U0905]
• Suspense Review [R0203]
• Vendor ACH [U0424]
• Zero Daily General Ledger Accounts [U0422]

Introduction

Below are descriptions of the updates that can be set to run as part of End of Day. The updates are listed in alphabetical order by title. Note that the list is not in module execution order. The Module List section of End of Period [U04]: Overview provides a list of modules in execution order.

Automatic Lease Extension [U0430]

Automatic extension may be entered for an active lease on [U0108] so that when the lease reaches maturity, it will go into an extension period. This module checks to see whether such leases have reached maturity. If a lease is matured (lease status = NMAT), this EOP module will automatically post extension information in the Automatic Lease Extension (RAX) file to the Master Financial (RLS) record.

This module also accrues income, transfers long-term receivables to current receivables, and calculates and assesses use tax and recurring charges. A report for the accrual is produced. Another report is produced which lists any messages and/or errors encountered during the extension or accrual process.

Refer to the Cycle Accrual update [U0301] documentation for more information on accrual update by this module.

Extended Lease Exceptions

The Extended Lease Exceptions report [U0430A] reports the error messages of unprocessable records. Error messages include:

• REQ record not found when calculating use tax
  
  
• RLO record not found when calculating use tax
  
  
• Total payments do not cover cost
  
  
• READ error on Lease (RLS) file
  
  
• Lease (RLS) record does not exist
  
  
• Advance payments cannot be made to an arrears lease
  
  
• Invalid lessor accrual method
  
  
• Warning: Lease has an active note attached
  
  
• This is only a warning. Lease will be automatically extended.
  
  
• Assessment limit has been exceeded
  
  
• Unsuccessful lock to REQ
  
  
• RHA transaction in progress
  
  
• RDAR transaction in progress
  
  
• Unable to get next invoice number
  
  
• Unable to calculate use tax
  
  
• Error found when creating RTR records
  
  
• RTP Transaction in progress
  
  
• Lease record is locked
  
  
• LSACCRUE error
  
  
• Lease has been changed prior to automatic extension. Use manual extension.
  
  
• Sum of asset pmt amts does not equal avg monthly lease pmt amt
  
  
• Starting cost does not equal calculated starting cost. Use manual extension.
  
  
• Sum of the assets residual does not equal the lease residual.
  
  
• Lease is not allowed to extend prematurely
  
  
• Automatic Lease Extension (RAX) record does not exist

Extended Lease Audit

The Extended Lease Audit report [U0430B] reports leases which were extended with associated accrual information.

The Income Accrual Register section of the Lease Extension Audit report [U0430B] reports at the lease level and provides the following income accrual information for each lease extended:

• LEASE
  The number of the lease extended.
  
  
• DFRD
  Leases extended using the RES (residual) method may use either cash or accrual accounting. If the lease uses cash accounting and the payment has been accrued but not paid, DFRD (deferred) appears.
  
  
• F/O
  F appears for finance leases, O for operating leases.
  
  
• NET INVESTMENT
  The current net investment of the extended lease, after any required accruals, is displayed.
  
  
• NET BOOK VALUE
  The current net book value appears for leases extended using the OPR method.
  
  
• LESSOR INCOME
  The amount of income accrued to the lessor is displayed. If more than one month is accrued, each month’s income accrual is shown separately, up to a maximum of 10 months. If more than 10 months are accrued, the first 9 months income accruals are shown and the remaining accruals are accumulated in the tenth line.
  
  
• RESIDUAL INCOME
  For the RES extension method, payments reduce residual by the full lease payment. When the residual reaches zero, the lease payment is recorded as income (no lease income is recognized until the residual is fully cleared).
  
  
• UNBILLED INCOME
  The unbilled income appears for leases extended using the OPR method.
  
  
• NET PAYMENT
  The lease payment for each accrual month, not including use tax, is displayed.
  
  
• USE TAX
  The use tax for the lease payment for each accrual month is displayed.
  
  
• RECURRING ASSESSMENTS
  The total amount of recurring assessment charges for each accrual month is displayed.
  
  
• GROSS PAYMENT
  The total payment is displayed. It is calculated as follows:

NET PAYMENT
+ USE TAX
+ RECURRING ASSESSMENTS

Batch Assessment [U0418]

This module assesses fees, taxes, or charges to leases or assets via an input file. This program will process General Ledger accounting and other LeasePak file updating similar to that performed by the Assessment update [U0105].

One notable feature in Batch Assessment, which is not a function of the Assessment update [U0105A], is the ability to specify a payment due date for the invoice. This will allow monthly assessments to non-monthly payment schedules. For example: a quarterly lease can be billed for assessments due in the first and second month of the quarter.

Two reports are created by the program: an exception report, [U0418A], and an audit report, [U0418B]. Any problems found during processing are reported through the Batch Assessment Exceptions report. These assessments may be processed interactively through the Assessments update [U0105], if possible, or re-submitted in the next batch assessment process. The Batch Assessments Audit report will report assessments successfully processed. It should be verified as correct.

The input file is a normal ASCII text RMS sequential file, and may be created through a program or, more simply, by creating and editing a file. LeasePak will automatically delete the batch assessment input file after it completes processing. It is advisable to retain a copy of this input file in a separate directory in case future reference is necessary.

The input file should be located in the data subdirectory of the environment in which Batch Assessment is to be run. The default "root name" of this file is called btchassmt.dat. The letter "p", the portfolio number and an underscore "_" are prepended to the "root name". For example:

p1_btchassmt.dat

is the batch assessment input file for all the assessments to be processed for leases belonging to portfolio 1.

It is now required to run a lease /util 219 prior to running the EOP process for Batch Assessments. The lease/util 219 option puts the data from the input file in the new RBS table, allowing all data to be processed during EOP. Required steps include:

1. Write Batch Assessment file
2. Run lease/util 219
3. Verify U0418A Batch Exception Report in home directory
4. Run EOP for Batch Assessments

Verify the Batch Exception Report [U0418A] and Audit Report [U0418B] are in the EOP directory

Lease level assessments include all recurring charges (RCR1, RCR2, etc.), Late Charges (LTCH), Collection Fees (COLL), Assumption Fees (ASMF), Legal Fees (LEGF), Payment Extension Fees (PEXT), Lease Extension Fees (LEXT), ITC Fees (ITCF), Lease Rewrite Fees (LSRW), and Other Fees (OTHF). All leases specified must be active leases.

The following options are allowed for asset level assessments:

• ASSESSMENTS TO ON-LEASE ASSETS
  Property Tax (PRTX), Federal Highway Use Tax (FHUT), and Use Tax (STAX) are allowed for on-lease assets.

• ASSESSMENTS TO OFF-LEASE ASSETS
  Only Property Tax (PRTX) and Federal Highway Use Tax (FHUT) are allowed for off-lease assets.

• PROPERTY TAX DESCRIPTION CODE
• If the Property Tax Description module is purchased and if the portfolio is set up to allow use of the description codes in the Modules Customization option of Portfolio update [U0212], the description code for Property Tax and Federal Highway Use Tax are allowed.

• LIEN DATE OF PROPERTY TAX
  Allows input of a lien date if Property Tax is assessed on the asset. This will be stored as an informational field in the Asset, REQ, file.

The input file is modified to handle both the lease and asset level assessments. Each item must be prefixed with its associated literal. The items and their ordering are as follows:

• LEASE NUMBER
  The LEASE NUMBER to which the assessment is to be charged. LEASE NUMBER is required if the assessment is to be charged to an existing active lease. LEASE NUMBER may be from 1 to a maximum of 10 characters or digits long and it must be prefixed with <lease>.

• ASSET NUMBER
  The ASSET NUMBER to which the assessment is to be charged. ASSET NUMBER is required if the assessment is to be charged to an asset, for either on-lease or off-lease assets. ASSET NUMBER may be from 1 to a maximum of 10 characters or digits long and it must be prefixed with <asset>.
  
  
• INVOICE NUMBER
  The INVOICE NUMBER to which the assessment is to be charged. INVOICE NUMBER must exist and must be an invoice for the on-lease ASSET NUMBER, and it may not be a credit memo. The INVOICE NUMBER is optional, and required only if assessments are made to an existing invoice. Accounts receivable are not recorded for assessments on off-lease assets; therefore, an invoice number is not needed for off-lease assets.

  If INVOICE NUMBER is not specified, the assessments will be assessed on the invoice due on the specified due date (if INVOICE DUE DATE is specified) or on the next payment due date for the lease to which the asset belongs (if INVOICE DUE DATE is not specified).

  The format for INVOICE NUMBER may be from 1 to a maximum of 10 characters and it must be prefixed with <invoice>. If invoice number is not needed, the line item may be omitted or the prefix may be listed with no value.

• INVOICE DUE DATE
  INVOICE DUE DATE must be the day on which the lease payments are due. This is optional, and required only if the due date for the invoice is to be different from the next payment due date for the lease.

  If INVOICE NUMBER and INVOICE DUE DATE are entered, the INVOICE DUE DATE must match the due date for the invoice.

  The format for INVOICE DUE DATE should be 6 characters, 2 each for year, month, and day (i.e., YYMMDD). If specified, INVOICE DUE DATE must be prefixed with <due date>. If due date is not needed, the line item may be omitted or the prefix may be listed with no value.

• ASSESSMENT CODE
  ASSESSMENT CODE is required.

  Late Charges (LTCH), Collection Fees (COLL), Assumption Fees (ASMF), Legal Fees (LEGF), Payment Extension Fees (PEXT), Lease Extension Fees (LEXT), ITC Fees (ITCF), Lease Rewrite Fees (LSRW), Recurring Charges (RCRx, RCxx), and Other Fees (OTHF) are lease level assessments

  Recurring charge assessment types are valid if they have been set up for the portfolio in the Assessment Customizations option of the Portfolio update [U0212]. If any recurring charges are designated as payable (type P), the payable recurring charge is valid only if it has been set up for the lease.

  Property Tax (PRTX) and Federal Highway Use Tax (FHUT) are allowed for both on-lease and off-lease assets. Sales/Use Tax (STAX) is only allowed for on-lease assets.

  The format for ASSESSMENT CODE should be 4 characters and it must be prefixed with <assmt>.

  If the Sales Tax on Assessments module has been purchased, and the associated table has been set up through [U0725], sales tax will be automatically calculated for the assessment and applied to the invoice. If, however, the assessment already exists on the invoice, but was not previously taxed, any additional amounts will likewise not be taxed.

• ASSESSMENT AMOUNT
  ASSESSMENT AMOUNT is required and must be greater than zero.

  The format for ASSESSMENT AMOUNT should be a valid number with no decimal point (e.g., $123.56 should be 12356). ASSESSMENT AMOUNT must be prefixed with <amount>.

• PROPERTY TAX DESCRIPTION CODE
  This line item may be entered only if:
  
  
  • The Property Tax Description module is purchased, and
  • The portfolio switch is set to Y in the Modules Customization option of the Portfolio update [U0212], and
  • Property tax is assessed to the asset

If the above conditions are not satisfied, this item will be ignored.

The format for PROPERTY TAX DESCRIPTION CODE should be 4 characters, left justified, prefixed with <ptcode>.

• FEDERAL HIGHWAY USE TAX DESCRIPTION CODE
  Same as Property Tax Description code. This line item may be entered only if:
  
  
  • The Property Tax Description module is purchased, and
  • The portfolio switch is set to Y in the Modules Customization option of the Portfolio update [U0212], and
  • Federal highway use tax is assessed to the asset
    
    

  If the above conditions are not satisfied, this item will be ignored.

  The format for FEDERAL HIGHWAY USE TAX DESCRIPTION CODE should be 4 characters, left justified, prefixed with <fhcode>.

• LIEN DATE OF PROPERTY TAX
  This line item may be entered only if:
  
  
  • The Property Tax Description Module is purchased, and
  • The portfolio switch is set to Y in the Modules Customization option of the Portfolio update [U0212], and
  • Property tax is assessed to the asset

  If the above conditions are not satisfied, this item will be ignored.

  The format for LIEN DATE OF PROPERTY TAX should be 6 characters, 2 each for year, month, and day (i.e., YYMMDD). LIEN DATE OF PROPERTY TAX must be prefixed with <lien date>.

• <>
  This literal represents the end of information for an assessment. It is used as a terminator and must follow each assessment entry.

  The following input file rules apply:

  • Assessment entries must follow the above format and order.
  • Any entries other than listed above will prevent processing of the assessment and will be listed in the exception report.
  • Either a lease or an asset number may be entered for each assessment, not both.
  • Each assessment must list a lease or asset, assessment type code, and an assessment amount.
  • All leases and assets in the input file must be in the same portfolio.
  • Invoice number must not be a credit memo.
  • Invoice number must not be an advanced invoice, i.e., an invoice which has not reached its accrual date.
  • If lease number and invoice number are both listed, the invoice must belong to the lease.
  • If asset number and invoice number are both listed, invoice and asset must belong to the same lease.
  • Invoice due date is optional. It is needed only if invoice number is not listed and the due date for the invoice is not the next payment due date for the lease.
  • Invoice due date format must be YYMMDD.
    
  • The invoice due date must be a valid payment due day for the lease.
  • If invoice due day is greater than the number of days in the month, the last day of the month must be used (e.g., payment due day is 30, month is February, due date must be February 28 or 29).
  • The invoice due date may not be after the next payment due date for the lease (e.g., if quarterly lease with next payment due date April 1, invoice due date may not be May 1).
  • The invoice due date may not be before the commencement date or after the maturity date for the lease.
  • Both invoice number and invoice due date may be listed, but invoice due date must be equal to the due date for the specified invoice.
  • If an invoice number or an invoice date is not entered, all assessments to a lease will be placed on an invoice date on the next payment due date for the lease.
  • The format of property tax lien date must be YYMMDD.
  • If a lease number is entered, the only valid assessment must be one of the following: "ASMF", "COLL", "LTCH", "ITCF", "LEGF", "LEXT", "LSRW", "OTHF", "PEXT" or the recurring charges which are set up in the Modules Customizations option of Portfolio update [U0212MO].

  • If an asset is entered, the only valid assessments are "PRTX", "FHUT", and "STAX". "STAX" is not allowed for off-lease assets.

Error Messages

Error messages are printed to the Batch Assessment Exception report [U0418A]. Possible Batch Assessment exception messages are as follows:

• ACCOUNTS RECEIVABLE RECORD IS LOCKED
  The Accounts Receivable (RAR) record cannot be accessed. No assessment was processed. Try processing the assessment interactively in the Assessment update [U0105].

• ASSESSMENT AMOUNT CANNOT BE LESS THAN ZERO
  There is a negative amount to assess. This may be an input file data error. No assessment was processed. Verify the amount to assess to the lease or invoice. Assess the correct amount interactively in the Assessment update [U0105] or through the next Batch Assessment process.
  
  
• ASSESSMENT AMOUNT CANNOT BE ZERO
  There is a zero amount to assess. This may be an input file data error. No assessment was processed. Verify the amount to assess to the lease or invoice. Assess the correct amount interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• ASSESSMENT AMOUNT IS REQUIRED
  An assessment amount was not specified. No assessment was processed. Verify that the assessment amount was entered correctly. If not, assess the correct amount interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• ASSESSMENT AND DESCRIPTION CODE DO NOT MATCH
  The description code specified does not match the assessment code entered. For example, a property tax description code is entered for a Collection Fee (COLL) assessment; or, the prefix of the description code is incorrect. No assessment was processed. Verify that the description code was entered correctly. If not, assess the correct amount interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• ASSESSMENT CODE IS REQUIRED
  An assessment code was not specified. No assessment was processed. Verify that the assessment code was entered correctly. If not, assess the correct amount interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• ASSET HAS BEEN SOLD
  The asset number specified on the input line is not on lease or in inventory; it has been sold. No assessment was processed. Verify that the asset number was entered correctly. If not, assess the correct asset interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• ASSESSMENT NOT ALLOWED ON AN ADVANCED INVOICE
  An assessment may not be placed on an invoice which has not yet reached its accrual date.

• DATE MUST BE EQUAL TO THE INVOICE DATE
  The invoice due date entered is not the same as the due date for the invoice specified. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• REQ RECORD NOT FOUND WHEN CALCULATING USE TAX
  No assessment was processed because the Equipment (REQ) record could not be found during sales tax calculation. Contact your MSI representative regarding possible data corruption problem. This message will appear if the Sales Tax on Assessments module has been purchased, and the associated table has been set up through [U0725].

• RLO RECORD NOT FOUND WHEN CALCULATING USE TAX
  No assessment was processed because the Location (RLO) record could not be found during the sales tax calculation. Make sure that the location record exists by using the [U0701] update. Try processing the assessment interactively using [U0105]. This message will appear only if the Sales Tax on Assessments module has been purchased and the associated table has been set up through [U0725].

• RTP RECORD NOT FOUND WHEN CALCULATING USE TAX
  No assessment was processed because the Tax Payable (RTP) record could not be found during sales tax calculation. Contact your MSI representative regarding possible data corruption problem. This message will appear if the Sales Tax on Assessments module has been purchased and the associated table has been set up through [U0725].

• DUE DATE ENTRY IS NOT ALLOWED FOR OFF-LEASE ASSET
  User cannot specified the due date of an off-lease asset assessment. No assessment was processed. Due date line should not be entered. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• EMPTY INPUT FILE FOUND: <file name>
  The batch assessment input file does not contain any information. If no assessments are to be processed for this portfolio, then no action needs to be taken on this message. Otherwise, process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• ERROR FOUND WHEN CALCULATING USE TAX.
  No assessment was processed because of an error encountered while calculating sales tax. Try processing the assessment interactively using [U0105].

• FAILED TO GET NEW INVOICE NUMBER
  A new invoice number to be assigned to the assessment could not be obtained. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.
  
  
• HISTORICAL INVOICE RECORD IS LOCKED
  The Historical Invoice (RHA) record could not be accessed. No assessment was processed. Try processing the assessment interactively in the Assessment update [U0105].

• HISTORICAL INVOICE RECORD NOT FOUND
  The invoice number specified on the input line is invalid. No assessment was processed. Verify that the invoice number was entered correctly. If not, assess the correct amount interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• INPUT FILE NOT FOUND: <file name>
  The batch assessment input file name does not exist. If no assessments are to be processed for this portfolio, then no action needs to be taken on this message. Otherwise, process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• INVALID ASSESSMENT CODE
  An error was made entering the assessment code in the input file. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• INVALID ASSESSMENT AMOUNT
  The amount to assess on the input line should contain a string of numeric characters (zero through 9). Characters other than zero through 9 were detected. No assessment was processed. Verify the amount to assess. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• INVALID ASSESSMENT TYPE FOR ASSET
  An asset number was entered but the assessment code entered is not one of the asset level assessments: PRTX, FHUT or STAX.

• INVALID ASSESSMENT TYPE FOR LEASE
  A lease number was entered but the assessment code entered is not one of the lease level assessments: recurring charges (RCR1, RCR2, etc.), Late Charges (LTCH), Collection Fees (COLL), Assumption Fees (ASMF), Legal Fees (LEGF), Payment Extension Fees (PEXT), Lease Extension Fees (LEXT), ITC Fees (ITCF), Lease Rewrite Fees (LSRW), or Other Fees (OTHF).
  
  
• INVALID FED HIWAY DESC CODE
  The Federal Highway Description Code entered in the input file is not a valid code. Use Custom Code Update [U0722], to set up the federal highway use tax description code. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.
  
  
• INVALID INPUT
  An input file data error was detected. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• INVALID INVOICE DUE DATE
  An error was made entering the invoice due date in the input file. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• INVALID LIEN DATE OF PROPERTY TAX
  The property tax lien date is not a valid date. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• INVALID PROPERTY TAX DESC CODE
  The Property Tax Description Code entered in the input file is not a valid code. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• INVALID SECURITY FOR THIS LEASE
  Lease could not be accessed for security reasons. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• INVOICE DATE CANNOT BE AFTER THE MATURITY DATE
  The invoice due date specified is after the maturity date for the lease. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.
  
  
• INVOICE DATE CANNOT BE AFTER THE NEXT PAYMENT DATE
  The invoice due date specified is after the next payment due date for the lease. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.
  
  
• INVOICE DATE CANNOT BE BEFORE THE COMMENCEMENT DATE
  The invoice due date specified is before the commencement date for the lease. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• INVOICE DATE MUST BE ON A PAYMENT DUE DATE
  The invoice due date specified is not a valid due date for the lease. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• INVOICE ENTRY IS NOT ALLOWED FOR OFF-LEASE ASSET
  User cannot specified the invoice number of an off-lease asset assessment. No assessment was processed. Invoice number should not be entered. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• INVOICE HAS BEEN PAID
  The invoice number specified on the input line has been fully paid. The only fully paid invoice that the user may add any assessment to is most current invoice. In other words, the invoice’s payment due date must equal to the lease’s next payment due date. No assessment was processed. Verify the invoice number in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• INVOICE NUMBER IS FOR A DIFFERENT LEASE
  The invoice number specified on the input line is for a different lease number. No assessment was processed. Verify that the invoice number was entered correctly. If not, process the assessments interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• INVOICE RECORD DOES NOT EXIST
  The invoice number specified on the input line is invalid. No assessment was processed. Verify that the invoice number was entered correctly. If not, assess the correct invoice interactively in the Assessment update [U0105] or through the next Batch Assessment process.
  
  
• INVOICE RECORD IS LOCKED
  The Invoice (RAR) record could not be accessed. No assessment was processed. Try processing the assessment interactively in the Assessment update [U0105] or through the next Batch Assessment process.
  
  
• INVOICE TO BE ASSESSED IS A CREDIT MEMO
  The invoice number specified on the input line is a credit memo. No assessment was processed. Verify that the invoice number was entered correctly. If not, assess the correct invoice interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• LEASE IS NOT ACTIVE
  Lease is not active (i.e., is paid off or charged off). No assessment was processed. Verify that the lease number was entered correctly. If not, assess the correct lease interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• LEASE NUMBER IS REQUIRED
  A lease number was not specified. No assessment was processed. Verify that the lease number was entered. If not, assess the correct lease interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• LEASE RECORD DOES NOT EXIST
  The lease number specified on the input line is invalid. No assessment was processed. Verify that the lease number was entered correctly. If not, assess the correct amount interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• LEASE RECORD IS LOCKED
  The Lease (RLS) record could not be accessed. No assessment was processed. Try processing the assessment interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• LIEN DATE ENTRY IS ONLY ALLOWED FOR ASSET WITH PROP TAX ASSESSMENT
  Lien date is incorrectly entered for assessment other than property tax. Lien date may be entered only if:
  
  
  • The Property Tax Description module is purchased, and
  • The portfolio switch is set to Y in Modules Customization option of Portfolio update [U0212], and
  • Property tax is assessed to the asset
    
    

  No assessment was processed. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• MULTIPLE ASSESSMENT CODES ENCOUNTERED
  Multiple occurrences of assessment code were encountered. No assessment was processed. Verify the lines in the input file were entered correctly. If not, process the assessment interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• MULTIPLE ASSESSMENT AMOUNTS ENCOUNTERED
  Multiple occurrences of assessment amount were encountered. No assessment was processed. Verify the lines in the input file were entered correctly. If not, process the assessment interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• MULTIPLE INVOICE DUE DATES ENCOUNTERED
  Multiple occurrences of invoice due date were encountered. No assessment was processed. Verify the lines in the input file were entered correctly. If not, process the assessment interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• MULTIPLE INVOICE NUMBERS ENCOUNTERED
  Multiple occurrences of invoice number were encountered. No assessment was processed. Verify the lines in the input file were entered correctly. If not, assess the correct invoice interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• MULTIPLE LEASE NUMBERS ENCOUNTERED
  Multiple occurrences of lease number were encountered. No assessment was processed. Verify the lines in the input file were entered correctly. If not, assess the correct lease interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• NO INFORMATION ENTERED TO PROCESS
  An input file data error was detected. An assessment to process lacked information. Verify the line(s) in the input file. No assessment was processed. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• PROPERTY TAX DESC CODE ‘XXXX’ IS NOT FOUND
  The property tax description code is invalid. Use Custom Code Update, [U0722], to set up the property tax description code or verify the property tax description code in the input file. No assessment was processed. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.
  
  
• RECURRING CHARGE IS NOT SET UP IN PORTFOLIO
  The recurring charge assessment is not established in the portfolio. Verify assessment code is correct or establish recurring charge on the Assessment Customizations option of the Portfolio update [U0212]. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• RECURRING CHARGE IS NOT SET UP FOR LEASE
  The recurring charge assessment is not established for the lease. The recurring charge is established as a payable type (type P) and not set up for the lease. Verify assessment code is correct or use the Master Financial update to set up the payable recurring charge for the lease. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

• TAX PAYABLE RECORD IS LOCKED
  The Tax Payable (RTP) record cannot be accessed. No assessment was processed. Try processing the assessment interactively.

• TOO MANY ASSESSMENTS ON INVOICE
  The invoice has the maximum number of assessments assessed. No assessment was processed. The assessment must be processed on another invoice.

• TOO MANY ASSESSMENTS ON INVOICE. CANNOT ADD STAX ON ASSESSMENT.
  This message may be encountered only if the Sales Tax on Assessments module is purchased. The assessment tax cannot be charged because the invoice has the maximum number of assessments already. The assessment must be processed on another invoice.

• UNABLE TO INITIALIZE PORTFOLIO
  The portfolio cannot be accessed. No assessments were processed. Try processing the assessment interactively in the Assessment update [U0105] or through the next Batch Assessment process.

• UNEXPECTED DATA ITEM ENCOUNTERED
  An input file data error was detected at the end of the input file. A terminator symbol may be missing. Verify the end of input file. No assessment was processed. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

Batch Escrow Disbursement [U0409]

This module assesses all Escrow recurring charge fees to leases via an input file. This program will process General Ledger accounting and other LeasePak file updating.

Two reports are created by the program: an exception report [U0409A], and an audit report, [U0409B]. Any problems found during processing are reported through the Batch Escrow Exception report. The assessments may be processed interactively through the Assessments update [U0105], if possible, or re-submitted in the next batch escrow process. The batch Escrow Audit report will report escrow recurring charges successfully processed. It should be verified as correct.

The input file is a normal ASCII text RMS sequential file, and may be created through a program or, more simply, by creating and editing a file. LeasePak will automatically delete the batch escrow file after it completes processing. It is advisable to retain a copy of this input file in a separate directory in case future reference is necessary.

Before creating the input file for the fist time, a logical name called batch_escrow_file should be established with the "root name" of the input file. This may be done by inserting the following line into the logical name command file, COM:SITELOG.COM,$com/leasepak_logicals.com, located in the command procedure directory for LeasePak:

$assign/group xx$disk:[xxLeasePak.DATA]btchescr.dat

BATCH_ESCROW_FILE

This example defines the name of the input file with the root name of "btchescr.dat" located in LeasePak’s data directory. The root name is not the actual file name of the batch escrow input file. The lease number,date of disbursal, the dollar amount, (RCK record) check number , name, address, city, state, zip, reference, asset number and bank number makes up the input file for batch escrow. For example:

50, 970104, 500, 0001, smith, 111 anza, burlingame, ca, 94010, 79,125

The input file is modified to handle the selected lease’s escrow recurring charges. Each item and its ordering are as follows:

• LEASE NUMBER
  The LEASE NUMBER to which the escrow recurring charge is to be charged. LEASE NUMBER may be from 1 to a maximum of 10 characters or digits long. Followed by a comma (,).
  
  
• DISBURSAL DATE
  The DISBURSAL DATE in YYMMDD format in which the escrow was disbursed. Followed by a comma (,).
  
  
• DOLLAR AMOUNT
  The DOLLAR AMOUNT of the escrow recurring charge without a decimal place. Followed by a comma (,).

• CLIENT CHECK NUMBER
  The CLIENT CHECK NUMBER that was disbursed when the lease was booked. Followed by a comma (,).

• NAME
  The NAME of the lessee under which the lease is booked. Followed by a comma (,).

• ADDRESS
  The ADDRESS of the lessee . Followed by a comma (,).

• CITY
  The CITY in which pertains to the lessee’s address. Followed by a comma (,).

• ZIP
  The ZIP code that pertains to the lessee’s address. Followed by a comma (,).

• REFERENCE
  The REFERENCE description that appears in the Lessee update [U0203]. Followed by a comma (,).

• ASSET NUMBER
  The ASSET NUMBER that is tied to the lease. Followed by a comma (,).

• BANK NUMBER
  The BANK NUMBER in which that pertains to the lease. Followed by a comma (,).

Batch Escrow Exceptions

The Batch Escrow Exceptions report [U0409A] reports at the lease or invoice level and includes the following information:

• LEASE
  The lease number, if applying payments by lease number, is displayed.

• DISBURSEMENT DATE
  The disbursement date of the escrow recurring charge, is displayed.

• AMOUNT
  The total amount of the escrow recurring charge, is displayed.

• EXCEPTION MESSAGE
  The informational, warning, or error message is displayed.

Batch Escrow Audit

The Batch Escrow Audit report [U0409B] reports at the lease and asset level and includes the following information:

• LEASE
  The lease number, is displayed.

• ASSET NUMBER
  The asset number, is displayed.

• DISBURSEMENT DATE
  The disbursement date, is displayed.

• AMOUNT
  The total amount of the escrow recurring charge, is displayed.

• CLIENT CHECK
  The client check number at time of disbursement, is displayed.

• BANK CODE
  The bank code that was selected when the lease was booked, is displayed.

• PAYEE NAME
  The name of the payee, is displayed.

Batch Payment Reversal [U0470]

The Batch Payment Reversal module works in conjunction with the Cash Control module, Batch Payments module and the Multiple Banks module, separately purchased modules of LeasePak. Its use requires that Enhanced Payments, a 1993 JULE Fund enhancement, also be in use. When Batch Number Payment Reversal option is selected in the End of Period Customizations option of the Portfolio [U0212] update. LeasePak will display the Batch Exception report [U0470A] and the Batch Audit report [U0470B].

LeasePak requires a batch input file to exist in the users data directory. This will allow Batch payment Reversals to perform batch payment processing based on the information in the input file. It may be run on a regular basis, by portfolio, and as part of End of Period. Each day that Batch Payment Reversals are processed, a file with the portfolio number and root name should be created with the payment to be reversed.

The Batch Payment Reversal program will call the Batch Number Payment Reversal [U0102BR] for every record it finds in the input file. It will process payment reversals that have been entered into LeasePak using the batch number. The full batch of payments made for one check will be reversed. No partial batch reversal can be made.

The format of the Batch Payment Reversal input file will consist of the following (where * is the Portfolio number.):

p*_bptmtrev.dat

The input file is a normal ASCII text RMS sequential file, and may be created through a program or, more simply, by creating and editing a file. Each day that batch payment reversals are to be processed, a file with the portfolio number and root name should be created with the payments to reverse. LeasePak automatically deletes the batch payment reversal input file after it completes processing the payments for the portfolio. It is advisable to retain a copy of this input file in a separate directory in case future reference is necessary.

Note: For greatly improved efficiency, the batch payment reversal input file for each portfolio should be sorted by the company, region, and office of the leases and/or invoices to be paid. Lease utility 111 performs this sort, and should be run before EOP is submitted.

The batch payment reversal input file should contain one line for each invoice or lease to process. Each line must contain at least the following 3 mandatory elements, separated by a comma:

• The Batch Number
  The number that identifies the batch of payments paid using the same check. It is a 20-digit number consisting of 6-digit date, 6-digit batch sequence number, and 8-digit check sequence number. Identify a batch number by preceding it with a "B", without a space between the "B" and the number.

• Lease Number and Check Number
  The lease number is preceded by an "L", without a space between the "L" and the lease number. The check number should be preceded with a "#", without a space between the "#" and the number.

• The Lessee and Check Number.
  Identify the lessee number by preceding it with a "C", without a space between the "C" and the lessee number. Identify the check number by preceding it with a "#", without a space between the "#" and the number. The check number may be from 1 to a maximum of 10 characters or digits.

  If the Batch Payment Reversal module is purchased, check number is mandatory.

• Payment Amount
  The payment amount to be reversed must contain the cents without the decimal point. If the batch number is used, the amount is optional. The amount must be preceded with an "A", without a space between the "A" and the amount.

• The Reason Code.
  The Reason Code which characters begin with N for non-sufficient funds, S for stop payment, U for undo payment or O for other non-transfer payment. The reason code must be preceded by an "R", without a space and the code.

Following are examples of data lines for the batch payments input file:

• B891215000000800000099,A10000,RNSF
  This data line directs the Batch Payment Reversal module to reverse all payments made on the 99th check in the 8th group of checks processed on December 15, 1989. An amount of $100.00 will be reversed due to NSF

• L6654,#210,A100000,RSTOP
  This data line directs the Batch Payment Reversal module to reverse payments made for lease number 6654 using check number 210. An amount of $1,000.00 will be reversed due to Stop Payment.

• C1234,#220,A225000,RUNDO
  This data line directs the Batch Payment Reversal module to reverse payments made for lessee number 1234 using check number 220. An amount of $2,225.00 will be reversed du to Undo Payment

Note that leading spaces (padding) for lease number, invoice number, check number, etc. are not required. Also, if decimal points are entered for the payment amount, misinterpretation is possible (e.g., I23090,432.98, the payment amount is interpreted as $4.33).

Informational, warning, and error messages are printed to the Batch Payment Reversal Exceptions report [U0470A].

The Bank Code value for each reversal category must be defined in the Module Customizations option of the portfolio [U0212] update

Batch Payment Reversal Exception Report [U0470A]

This report displays any Batch Payment Exceptions that might exist after End of Period was run. Failed edit checks will not process payment reversal for that record and an error message would be displayed. LeasePak will create a Reversal Suspense item for the check amount if any of the following fields are not valid.

• LEASE
  The lease number is displayed.

• LESSEE
  The lessee number is displayed if the lessee number was entered in the input file.

• CHECK NUMBER
  The check number is displayed if the check number was entered in the input file.
  
  
• BATCH NUMBER
  The batch number is displayed.

• EXCEPTION MESSAGE
  An exception message is displayed if an error has occurred in the batch reversal process.

• REVERSAL REASON
  The reversal reason code is displayed.

• REVERSAL SUSPENSE
  The reversal suspense amount is displayed.

Batch Payment Reversal Audit Report [U0470B]

This report will display all the batch reversals that have been applied for that End of Period. If all the edit checks have been met for the batches entered, LeasePak will display the lease, lessee, check number, batch number, reversal reason and the amount reversed for the all batches entered in the input file.

Batch Payoff [U0427]

This module works in conjunction with the Batch Payoff and Cash Control modules. This report displays the Batch Payoff Exceptions and Audits of Payoffs posted for leases with RAX* type accrual methods via the Batch Payoff [U0129] update.

This report displays any Batch Payoff Exceptions that might exist after End of Period was run. Failed edit checks will not process payoffs for that record and an error message would be displayed. LeasePak will create a Suspense item for the check amount if any of the following fields are not valid.

• BATCH
  The batch number is displayed.

• LEASE
  The lease number is displayed.

• TYPE
  The message type is displayed.
  
  
• MESSAGE
  The exception message is displayed if an error has occurred in the batch payoff process.

• SUSPENSE NUMBER
  The suspense number is displayed when an error has occurred in the Batch Payoff.

• SUSPENSE AMOUNT
  The suspense amount is displayed when an error has occurred in the Batch Payoff process.

Exception Messages

Exception messages are printed to the Exception report [U0427A]. Possible Batch Payoff exception messages are as follows:

• 1994 JULE FUND NOT PURCHASED.
• AMOUNT TO APPLY IS LESS THAN ZERO.
• BATCH PAYOFF NOT ALLOWED FOR 'ABPT' LEASES.
• BATCH PAYOFF CANNOT PROCESS LEASE WITH MORE THAN 100 RECORDS
• BATCH PAYOFF PORTFOLIO AUTO-SUSPENSE FIELDS BLANK. NO SUSPENSE ITEM.
  
• BATCH IS NOT VALIDATED.
• BATCH PAYOFF BATCH DETAIL LOCKED. SUSPENSE ITEM CREATED FOR CHECK #.
• BATCH PAYOFF NOT ALLOWED FOR PAID OFF LEASES.
• BATCH PAYOFF NOT ALLOWED FOR IBL BEHAVIOR B
• BATCH PAYOFF MODULE NOT PURCHASED
• BATCH JOB RECOVERY MANY NOT HAVE BEEN PROCESSED
• INTEREST ONLY LOANS NOT SUPPORTED.
• INVALID AMOUNT TO APPLY.
• INVALID CASH ACCOUNT NUMBER.
• INVALID DATE FORMAT.
• INVALID INPUT.
• LEASE NUMBER WAS NOT FOUND.
• LEASE IS ON A DIFFERENT PORTFOLIO.
• LEASE RECORD IS LOCKED.
• MULTIPLE BANKS MODULE IS NOT PURCHASED.
• PORTFOLIO IS LOCKED.
• PORTFOLIO MUST BE RECOVERED THRU INTERACTIVE BATCH PAYOFFS.
• TOO MANY DATA ITEMS.
• UNEXPECTED DATA ITEM ENCOUNTERED.
  

This report will display all the Batch Payoffs that have been applied for that End of Period. If all the edit checks have been met for the batches entered.

• BATCH
  The batch number is displayed.

• LEASE
  The lease number is displayed.

• EFFECTIVE DATE
  The message type is displayed.
  
  
• CHECK NUMBER
  The exception message is displayed if an error has occurred in the batch payoff process.

• CHECK REFUND
  The suspense number is displayed when an error has occurred in the Batch Payoff.

• PAYOFF AMOUNT
  The payoff amount for the amount received, the refund and the gain/loss is displayed for the payoff.
  
  
• ASSESSMENTS
  The assessments amount for adjustments and the description is displayed.
  
  
• APPLIED PORTFOLIO TOTAL
  The total amount applied to the portfolio is displayed.

Cashier’s Check Disbursal [U0117]

This module disburses any checks with a disbursement date on or before the current date. A check register is always produced. Formatted checks may also be created depending upon the setting of the GENERATE CASHIER’S CHECKS parameter found on the third screen of the Miscellaneous Customizations option of the Portfolio update [U0212].

LeasePak provides a generic check format. If a format different from the one provided is required, a custom formatting program can be written. Contact MSI for additional information.

The starting check number for the check register and the formatted checks is entered when End of Day is submitted through the Submit update [U0401].

Refer to the Cashier’s Check Disbursal update [U0117] for detailed information on this module and the sample generic check format available

If the Reverse a Payable module is purchased, any printed or voided checks that are older than 2 months will be deleted. The only way to purge the check file is to print the Check Register report during end of period. It is not necessary to print checks.

Skip Comments: There is no adverse effect if this update is skipped. Checks scheduled for disbursement in the current End of Day process are disbursed by the next End of Day Cashier’s Check Disbursal update. The report and formatted checks produced by a partial execution of this update should be ignored, as they are reproduced by the next End of Day Cashier’s Check Disbursal update.

Closed Lease Cleanup [U0419]

This module cleans up the data files after a lease is paid off or terminated or an off-lease asset is sold.

The following list of files may be affected by this update. Note that no records are ever deleted before a user defined number of days. This number of days is specified using the NUMBER OF DAYS TO WAIT BEFORE CLEANING UP LEASE RECORDS parameter on the Miscellaneous Customizations option of the Portfolio update [U0212].

• Master Financial (RLS)
  Paid off or terminated leases are deleted. If the lease is part of a customer or group, it is removed from the customer or group list. Major information for the lease still exists in the Historical Lease (RPS) file.

• CCA Notional Loan (RQS)
  The Notional Loan information attached to a lease will be deleted whenever the lease (RLS) will be deleted if the Capital Cost Allowance module was purchased and capital cost allowance is used.

• Lessee (RAL)
  The lessee of the paid off or terminated leases is deleted if the lessee is not referenced by any application.

• Demographic (RDM)
  The demographic information of the paid off or terminated leases is deleted if it is not referenced by any application.

• Target Principal Amounts (RBL)
  The target principal amounts information of the paid off or terminated leases is deleted if it is not referenced by any application.

• Intermediate (RGC)
  The intermediate records of the paid off or terminated leases are deleted if not referenced by any application. The guarantor and co-lessee are also cleaned up if they are not used by any other lease or application after the RGC record is deleted.

• Asset (REQ)
  All assets associated with a paid off lease (sold assets) are deleted. If the asset is part of an underlying loan, it is removed from the underlying loan list. Information on the asset is stored in the Closed Asset (RCS) file, to be used for the End of Year tax reports.

• Loan (RMF)
  If the asset has one or more underlying loans attached to it and the asset is deleted, all underlying loans for the asset are also deleted.

• Equity Movement History (RES)
  If the asset is deleted, the asset movement history for that asset is also deleted.

• Tax Payable (RTP)
  If the asset is deleted, the use tax payable history is also deleted. If the lease is deleted, the recurring charge payable history, if applicable, is also deleted.

• Collateral Work Schedule (RKW)
  If the asset is deleted, Collateral work schedule information for that asset is also deleted.

• Maturing Lease Work Schedule (RMW)
  If the lease is deleted, the Maturing Lease work schedule information for the lease is also deleted.

• Collateral Tracking Notebook (RJA)
  If the asset is deleted, Collateral module Notebook information for that asset is also deleted.

• Maturing Lease Tracking Notebook (RJL)
  If the lease is deleted, the Maturing Lease module Notebook information for the lease is also deleted.

• Change Lease Key History (RCH)
  If the lease is deleted, the historical Change Lease Key information for the lease is also deleted.

• Historical Accounts Receivable (RHA)
  If the lease is deleted, the historical accounts receivable information for the lease is also deleted.

• Historical Asset - For Lease Extension Reversals (RHQ)
  If the lease is deleted, the historical asset information for the lease is also deleted.

• Historical Lease - For Lease Extension Reversals (RHS)
  If the lease is deleted, the historical financial information for the lease is also deleted.

• Historical Payments (RHT)
  If the lease is deleted, the historical payment transaction information for the lease is also deleted.

• Closed Out Asset (RCS)
  The Closed Out Asset record is deleted during the End of Day process thirty (30) days after the Closed Asset information is transferred to the End of Year Asset Tax (RYR) file. This process occurs at the End of the Year.

• CCA Asset Master (RQM)
  The CCA Asset Master information attached to an asset will be deleted whenever the Closed Out Asset record (RCS) is deleted if the Capital Cost Allowance module was purchased and capital cost allowance is used.

• Customer (RCU)
  The list of leases for a customer is adjusted if the lease is associated with a customer.

• Group (RFL)
  The list of leases for a group is adjusted if the lease is associated with a group.

• Lease User Defined Fields (RUG)
  If the lease is deleted, the User Defined Fields record for that lease is also deleted.

• Lease User Defined Tables (RUH)
  If the lease is deleted, the User Defined Table record for that lease is also deleted.

• Asset User Defined Fields (RUA)
  If the asset is deleted, the User Defined Fields record for that asset is also deleted.

• Asset User Defined Tables (RUB)
  If the asset is deleted, the User Defined Table record for that asset is also deleted.

• Participation Payable (RPP)
  If the lease is deleted, the participation payable information for that lease is also deleted.

• Payoff Quote (RPD)
  If the lease is deleted, the payoff quote information for that lease is also deleted.

• Payment History (RPH)
  If the lease is deleted, the payment history information for that lease is also deleted.

• Principal Changes ( RPC)
  If the lease is deleted, the principal change information for that lease is also deleted.

• Loan Transaction (RTL)
  If the lease is deleted, the loan transaction information for that lease is also deleted.

• Investor Settlement (RIS)
  The investor settlement information of the paid off or terminated leases is deleted if all settlements have been made.

• Save Year to Date History (RYH)
  When the RLS record is removed, all corresponding RYH records will be deleted as well. Since the lease number is known, Clean up will find all records regardless of the year and delete them for each lease.
  

  Skip Comments: There is no adverse effect if this update is skipped. The records are cleaned-up by the next End of Day Closed Lease Clean-up update

General Ledger Interface [U1003]

This optional module is designed to allow the transfer of information from LeasePak’s General Ledger to another general ledger system. It accomplishes this by creating a special scratch file containing the daily debits, credits and account balances for each LeasePak General Ledger account, for each office. All transferring is performed based on daily totals. A customized, user-supplied program must then translate the information in the scratch file to a format that can be read by the non-LeasePak general ledger system.

If it is purchased, this module is run during End of Period. If it is skipped, the Zero Daily General Ledger Accounts update [U0422] should also be skipped. Otherwise, when the interface is later run, the current day’s totals are no longer available for transfer.

When setting up the module on LeasePak, set the parameter GENERAL LEDGER INTERFACE USED to Y on the third screen of the Miscellaneous Customizations option of the Portfolio update [U0212].

Scratch File

xx$DISK:[xxLEASEPK.DATA]DSGL_P??.DAT

An example of a numeric signed value is 0012649053+. The first eleven characters are the dollar value, multiplied by 100. In this example, the actual dollar value is $126,490.53 The twelfth character is either a plus (+) if the value is positive or a minus (-) if negative.

Running the Interface

Insurance Status Update [U0421]

This module updates the insurance status code for leases with expired insurance policies. An insurance policy is expired if the insurance expiration date is on or before the current date. If so, the insurance status code is changed to "expired". This module also changes the insurance status code to "due to expire" starting 30 days before the actual insurance expiration date.

Note: If insurance is not required or the lessee is self-insured, the status is not changed by this module. The Insurance Tracking module must be selected to run for only a single portfolio as it updates the entire database, not just the selected portfolio. If run on multiple Portfolios, it may cause LeasePak to fail during End of Period processes as both jobs may attempt to update the same record.

Skip Comments: There is no adverse effect if this update is skipped. The insurance status codes are changed by the next End of Day Insurance Status update.

Investor Settlement [U0124]

The Investor Settlement update [U0124] is used interactively to process settlements to investors associated with discounted leases. This update consolidates amounts due to an investor, and places the information into a check (DCK) record. If settlement checks are not processed interactively, the End of Day process [U0401] may be used to generate settlement checks automatically on their disbursal dates.

Three reports will be generated:

• Investor Settlement report [LPU0124A.RPT]
  Lists investor settlements.
  
  
• Settlement Check Register report [LPU0124B.RPT]
  Lists investor settlement checks.
  
  
• Exception report [LPU0124C.RPT].
  Provides information about settlements that could not be processed.

The investor settlement checks created by this update interface directly to LeasePak’s check writing capability. The Cashier’s Check Disbursal update [U0117] can be used to disburse the settlement checks interactively. It can also generate formatted checks if the GENERATE CASHIER’S CHECKS parameter established in the third screen of the Miscellaneous Customizations option of the Portfolio update is set to Y. Refer to Cashier’s Check Disbursal update [U0117] for more information.

Refer to the Investor Settlement update [U0124] for more information.

Master General Ledger Reconciliation Report [U0460]

The Master G/L Reconciliation Report [U0460] is part of the End of Period process. The 1995 JULE fund must be purchased in order to have access to this module.

Note: Journaling is automatically turned off for this update. The update is structured so that the database is not corrupted if this update should terminate abnormally in any part of its processing.

The purpose of the Master G/L Reconciliation Report module is to reconcile as many G/L accounts as possible within LeasePak and, when an out-of- balance condition is found, provide available detailed information to aid in researching the account.

The Master G/L Report contains two reports. The U0460A reports out-of- balance transactions while the U046B lists the accounts that caused the out- of-balance. The U0406B will show out of balance transactions during the first two days of the report run unless G/L related activities have occurred.

For maximum benefit, this module should be run on a daily basis as part of the End of Period process for each portfolio.

Note: The portfolio setting that governs the execution of the Master G/L Reconciliation update is found in End of Period Customizations option of the Portfolio update [U0212].

The Master G/L Reconciliation update reconciles IDC/IDR information entered in the lease. The 11 IDC/IDR unearned amounts as well as three payables are reconciled in this report.

The G/L Accounts reconciled by this module are as follows:

• Contract Receivable
• Lease Payment Receivable
• Residual Precomputed
• Lease Income Receivable
• Unearned Residual
• Lessor Unearned income
• Unearned ITC
• Vendor Participation Unearned
• Assessments
• Principal Outstanding
• Residual- Simple
• Unbilled Operating Lease Receivable
• Inventory
• Unamortized IDC Income Cost
• Vendor Receivable
• Principal Receivable
• Recurring Charges 1-15 Receivables
• Suspended Income Receivable
• Suspended Principal Receivable
• Suspended Income Receivable (unbilled)
• Loan Principal Receivable
• Loan Interest Receivable
• Suspended IDC Accrued
• Accounts Payable
• Dealer Participation
• Investor Participation
• Use Tax Payable
• Security Deposit
• Property Tax Payable
• FHUT] Payable
• Deferred Operating Lease Revenue
• Deferred Extension Income
• Deferred Residual Reduction
• Unrecognized Operating Lease Income
• Suspended Income Accrued
• Accumulated Depreciation

Master G/L Reconciliation Report [U0460A]

This report displays any out of balances that may have occurred in the G/L after End of Period has been run. The Report number and the User Id will be displayed on the screen.

• PORTFOLIO
  The Portfolio number is displayed.

• COMPANY
  The Company number is displayed.

• REGION
  The Region number is displayed.

• OFFICE
  The Office number is displayed.

• G/L NUMBER
  The General Ledger account number is displayed.

• G/L NAME
  The General Ledger account name is displayed.

• GENERAL LEDGER BALANCE
  If an out of balance exists, the General Ledger Balance out of balance is displayed in negative amounts.
  
  
• TRANSACTION TOTALS
  The Transaction Total for the General Ledger account is displayed.
  
  
• DIFFERENCE
  The difference amount for the out of balance is displayed for the G/L account.

Master G/L Reconciliation Imbalance Report [U0460B]

This screen lists the G/L out of balance by lease number. This will show all individual lease transactions that are out of balance.

• P/C/R/O
  The PCRO for the lease and G/L account are displayed.

• G/L NUMBER
  The G/L account number that is out of balance is displayed.

• LEASE
  The lease number in which the transaction was made that caused the out of balance is displayed.

• CURRENT TOTALS
  The actual current total for the transaction is displayed.
  
  
• PREVIOUS TOTALS
  The previous transaction total for the lease is displayed.
  
  
• DIFFERENCE
  The total difference for the lease transaction is displayed.

• RTX TOTALS
  The total difference in the RTX file is displayed.

• DIFFERENCE
  The total difference in the G/L pertaining to the lease transaction is displayed.

Notes Payable Accrual [U0905]

The Note Payable Accrual update [U0905] is part of the Notes Payable module, a separately purchased module of LeasePak. This update establishes the monthly interest expense for notes payables and records it in the general ledger. It also reduces the principal outstanding balance of the note.

Refer to the New Notes Payable update [U0901] for more information on notes payable and to the Notes Payable Accrual update [U0905] for more information on the interest expense accrual process.

Skip Comments: If this module is skipped, note outstanding balances and calculated interest amounts are not updated for the current month. Therefore, the Notes Payable reports show non-current information. For this reason, this module should not be skipped, if possible. However, the next End of Month Notes Payable Accrual will bring all note accruals current.

Suspense Review [R0203]

This module produces the same report as the interactive Suspense Review report [R0203], but when executed through End of Period, this module performs an additional function:

• Suspense (RSU) file updating is performed to remove the suspense item records that fall within the cutoff date and are cleared.

This report shows the suspense and remaining balance amount. It is recommended that this report be run at least once a month.

Refer to the documentation for the interactive Suspense Review report [R0203] for a sample report.

Skip Comments: There is no adverse effect if this report is skipped. Suspense items to be deleted in the current End of Day process are deleted by the next End of Day Suspense Review report.

Vendor ACH [U0424]

The Vendor ACH module selects disbursements which were identified as Vendor ACH when initially entered in the Book Lease update [U0101], i.e., DISBURSEMENT TYPE is NEWA. The module reviews disbursements for the current portfolio from the last date Vendor ACH ran through 2 business days from the EOP submit date.

If the PRENOTE USED switch is set to Y for the portfolio selected, prenotification time criteria will be verified as NACHA Rules require, and prenotification entries will be created for vendors who have not yet been notified. (Vendors with CCD Standard Entry Class Code will be prenoted only if the PRENOTE CCD switch is set to Y for the portfolio.)

A standard ACH file is created for this portfolio to be uploaded into the Federal Reserve ACH system the following morning. This allows the user to enter as disbursement date the actual day the vendor should be credited. The Vendor ACH module picks up these records in advance (based on the ACH grace days) and submits them to the Federal Reserve for processing on the actual disbursement date.

The vendor account credited is input through the Vendor Maintenance update [U0201] and stored in the RLR file. The account debited is stored in the RAC file, the same file/account used in the PAP/ACH module to credit lease payments. Records are stored by portfolio.

The Check Disbursal module [U0117] runs and disburses all checks due to be disbursed today. It will not process NEWA checks. Once a check has been processed by the Vendor ACH module, it will be skipped if LeasePak encounters it again on subsequent runs.

The Vendor ACH module processes all RCK records for the selected portfolio. Based on the last time Vendor ACH was run for the selected portfolio, the module selects all RCK records of DISBURSEMENT TYPE = NEWA that have not been printed (or have been voided since the last Vendor ACH run) that are to be disbursed on or before today (EOP submit date) plus the ACH Grace days. After successfully processing each RCK record, the module updates it with a print flag of P. For void checks, debit entries are created, and the flag V is not changed.

If prenotifications are used and time criteria are not satisfied, the entry will be included in the Exception Report and no live dollar entry will be sent.

The field D-LAST-VACH-S is also updated with the date when EOP runs. The scratch file name is DSPP-Pxx-VACH-YYMMDD.DAT. Where YYMMDD represents the primary disbursement date, i.e., the date the vendor is due to receive the money. When the Vendor ACH module starts up, it deletes any existing DSPP-Pxx-VACH-YYMMDD files. The Bank file is called Pxx-VACH-BANK-YYMMDD.DAT. Any pre-existing copies of this file are deleted as well. This prevents double posting problems.

Note: Before running Vendor ACH the Holiday calendar [U0720] should be set.

If any Dealer Alert switches are turned on in Vendor [U0201], the owed amount will not be disbursed. An output exception file will display the held-back check. If the Suspense Override Date is populated, the owed amount will be disbursed only up to the specified date.

Vendor ACH

The Vendor ACH report [U0424A] reports all checks disbursed to Vendors and includes the following information:

• VENDOR NUMBER
  
  
• VENDOR NAME
  
  
• ACH TRANSIT ID
  The Automated Clearing House Transit identification number is displayed.
  
  
• ACH ACCT NUMBER
  The Automated Clearing House account number is displayed.
  
  
• CHK NUMBER
  The automatically generated check number is displayed.
  
  
• DISBURSE DATE
  The date of disbursement is displayed
  
  
• AMOUNT
  The amount of disbursement is displayed.

Summary of Vendor ACH Bank File

This report contains a summary of vendor ACH transactions.

• NO OF TRANSACTIONS
  The total number of transactions is displayed.

• AMOUNT
  The total amount of disbursement is displayed

Vendor ACH Exception

The Vendor ACH Exception report [U0424C] reports all checks not included in the scratch (and bank) file because Vendor was not prenotified on time and includes the following information:

• VENDOR NUMBER
  
  
• VENDOR NAME
  
  
• ACH TYPE
  The Vendor ACH Type (Standard Entry Class Code) is displayed.
  
  
• ACH TRANSIT ID
  The Automated Clearing House Transit identification number is displayed.
  
  
• ACH ACCT NUMBER
  The Automated Clearing House account number is displayed.
  
  
• CHK NUMBER
  The automatically generated check number is displayed.
  
  
• DISBURSE DATE
  The date of disbursement is displayed
  
  
• PRENOTE DATE
  The date the prenotification was sent is displayed
  
  
• AMOUNT
  The amount of disbursement is displayed

Zero Daily General Ledger Accounts [U0422]

This module zeroes out the daily debits and credits for all General Ledger accounts and also zeroes out the cash processed amount for each office. If this module is not executed daily, the daily debit and credit amounts reflect an accumulation of several days’ work.

Skip Comments: If this module is skipped, the daily debits and credits are not cleared out for the current day. If a daily interface to an outside General Ledger system is already completed for the current day, but this module is skipped, then tomorrow’s General Ledger numbers will include today’s information, double-counting the current day’s information.

© 2001 by McCue Systems Incorporated.
All rights reserved.

The information contained in this document is the property of McCue Systems, Inc. Use of the information contained herein is restricted. Conditions of use are subject to change without notice. McCue Systems, Inc. assumes no liability for any inaccuracy that may appear in this document; the contents of this document do not constitute a promise or warranty. The software described in this document is furnished under license and may be used or copied only in accordance with the terms of said license. Unauthorized use, alteration, or reproduction of this document without the written consent of McCue Systems, Inc. is prohibited.